Attachment+#1+-+Scope+of+Work.xlsx

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ND DOCR Client Management System
Solicitation number
110.7-25-082
Issued by
Burleigh County, North Dakota

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Summary of ND DOCR Client Management System RFP

This Scope of Work attachment outlines the comprehensive technical and operational requirements for the North Dakota Department of Corrections and Rehabilitation (DOCR) Client Management System (CMS) replacement project. The RFP solicits proposals for a modern, integrated system to replace the current CMS and support corrections operations across incarceration and community supervision functions. The solution must address 333 detailed specifications organized across 27 functional areas, including reception and commitment, sentencing and time calculations, classification, case management, security operations, behavior management, bed management, health records integration, PREA compliance, grievances, programming, scheduling, gang affiliation management, financial and commissary operations, property management, visitation, reentry and release planning, community supervision, mobile capabilities, geospatial monitoring, and victim services. Offerors must provide full responses to each specification item without cross-referencing other proposal sections, clearly demonstrating how their proposed solution meets or will meet each requirement. The RFP includes mandatory experience requirements, professional services provisions, project management standards aligned with PMI PMBOK methodology, and compliance with North Dakota's IT governance frameworks including Risk Management Framework standards, enterprise IT specifications, and authentication requirements.

The proposal evaluation will assign 45 points to IT Solution quality, 10 points to Enterprise Specifications alignment, 15 points to Product Support offerings, and 10 points to Experience and Qualifications, totaling 80 points for technical evaluation. Offerors must submit cost proposals separately and are required to acknowledge that all costs are clearly defined in the Cost Proposal Attachment, including optional features and hourly rates for any services. The contract deliverables include project kick-off, integrated planning, business process improvements, requirements packaging, system configuration, data conversion, interface development, comprehensive testing (including security and performance testing), training programs, implementation, and post-implementation closing reports. The solution must integrate with multiple existing state systems including DocStar, myAvatar for medical and behavioral health, court systems, county jails, and other applications including PeopleSoft and the ND Child Support System. Offerors must acknowledge compliance with state project management standards, Risk Management Framework (RMF) following NIST 800-37R2, and provide security documentation including FedRAMP authorization status if applicable for solutions containing federal tax information or criminal justice data.

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File Type Posted
Attachment+#4+Statement+of+Work.docx DOCX document
DOCR+CMS+RFP+(1).docx DOCX document
Attachment+#5+Interface.docx DOCX document
Solicitation+Amendment+1.docx DOCX document
Attachment+#3+Technology+Contract+(1).docx DOCX document
Attachment+#6+ND+DOCR+Functional+Areas.docx DOCX document
Attachment+#2+Cost+Proposal+(1).xlsx XLSX spreadsheet

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Instructions

INSTRUCTIONS:
Offeror will complete and return this Scope of Work.

Offeror must respond in the "Offeror Response" sections within tabs 3.2 - 3.5 as to how the proposed solution meets each specification and respond in the Offeror Response column. Do not simply restate the specification, but rather provide details on how your solution meets or will meet the specification. Provide any additional technical details required of your proposed solution that you feel the STATE should consider. Offerors must provide a full response to each specification without cross referencing other sections of Offeror's proposal. Offeror may cite other sections of proposal that elaborates on this explanation.

Offerors will NOT be deemed non-responsive if they do not meet any Mandatory specifications. However, any specifications that are not met will be taken into consideration during the technical evaluation.

&"Arial,Regular"Requirements Matrix Attachment &K0070C0#

3.2 IT Solution

3.2INFORMATION TECHNOLOGY SOLUTION
Offerors must provide a full response to each item number without cross referencing other sections of the proposal. Offerors must use the table format and maintain numbering provided by the STATE to respond to each item number. Attachments, documents, or samples must be clearly referenced where in the response they can be found in the applicable item number.
No.A. SOLUTION
1Offeror must describe in detail if the solution conforms with Section 508 of the Americans with Disabilities Act (ADA) standards.
Offeror Response:
2Offeror will describe in detail any cultural/language adaptability and accessibility features.
Offeror Response:
3Offeror must describe in detail if the solution provides a modern, visually appealing design that reflects evolving user expectations and aesthetic preferences. Also include how the solution enhances user experience through clear, accessible, and professional presentation of data and workflows.
Offeror Response:
4Offeror must describe in detail if the solution provides standardized input controls (e.g., drop-down menus, calendar pickers, toggles) to ensure consistent and accurate data entry, reduce manual errors, and streamline the overall user experience, while still allowing free-text entry where narrative responses are required.
Offeror Response:
5Offeror must describe in detail their experience in creating governance models for similar projects.
Offeror Response:
6Offeror must describe in detail their experience in creating data sharing governance models between parties with complex controls and regulations. Describe how data ownership is managed and the tools and responsibilities of data stewards.
Offeror Response:
7Offeror must include samples of similar work that they have completed and indicate where they can be found in their response.
Offeror Response:
8Offeror must describe in detail if the solution is modular in design, allowing for scalable deployment and the systematic addition of new modules over time. Please include how this modularity supports evolving operational and financial needs, aligns with distinct business functional areas, and reflects the art of the possible in applying modern technology across the corrections environment.
Offeror Response:
9Offeror must describe in detail their experience implementing integration façade layers over application-specific interfaces, and explain whether the proposed solution supports seamless integration with multiple external systems to accept and transmit information efficiently.
Offeror Response:
10Offeror must describe in detail if the solution provides multi-step data collection including real-time callouts to the proposed integration platform for validation and workflow.
Offeror Response:
11Offeror must describe in detail if the solution has Dynamic Configurability allowing authorized administrators to have the ability to add, remove, or modify questions, fields, and elements within forms, profiles, and other tasks without requiring vendor intervention.
Offeror Response:
12Offeror must describe in detail if the solution’s search functionality can access and retrieve all information captured and stored for a client. Additionally, it is highly desirable for the solution to support robust search capabilities across multiple data dimensions, including demographics, case information, and location.
Offeror Response:
13Offeror must describe in detail if the solution supports client search functionality using partial name or ID entries, including predictive text or autocomplete suggestions based on system data. Additionally, the Offeror must specify if the solution allows searches using other identifiers such as DOCR number, FBI number, Social Security Number (SSN), and Date of Birth (DOB).
Offeror Response:
14Offeror must describe in detail if the solution can retrieve data on a client, unit, and/or facility and organize it in a manner that has a functional structured flow, like a summary page. The information could come from different sources. (facility, applications, assessments, etc.)
Offeror Response:
15Offeror must describe in detail if the solution provides the ability to link all related records of different types to a client, unit, and/or facility. e.g., disciplinary actions to associated incident reports and/or classification actions, appeals to associated disciplinary actions.
Offeror Response:
16Offeror must describe in detail if the solution can manage and track the status of a client’s identification documents (e.g., state ID, Social Security card, birth certificate) within the client record. Additionally, explain if there is the ability to provide notifications or alerts regarding the status of these documents, their associated processes, and whether there are capabilities for document storage.
Offeror Response:
17Offeror must describe in detail if the solution can link all historical client numbers found to identify a client (institutional number, SSNs, driver license, etc.) to a single state identification (SID) number.
Offeror Response:
18Offeror must describe in detail if the solution supports managing client records, including creating, updating, deactivating, merging, unmerging, and purging for all functional areas applicable.
Offeror Response:
19Offeror must describe in detail if the solution notifies designated users when records meet criteria for action, how permissions control access to these functions, and how the system ensures compliance with record retention and destruction standards.
Offeror Response:
20Offeror must describe in detail if the solution has validation in place to prevent duplicate records as well as validating required fields or data elements when necessary, e.g., not allowing the system to advance to the next section until all required fields are validated.
Offeror Response:
21Offeror must describe in detail if the solution can auto-populate information onto the next screen or in a form based on the workflow and on the information that has already been stored.
Offeror Response:
22Offeror must describe in detail if the solution can add and maintain notes or comments made for clients and made for units and/or facilities.
Offeror Response:
23Offeror must describe in detail if the solution can integrate data analytics tools capable of identifying behavioral trends, flagging high-risk individuals, and supporting predictive analysis related to resident safety, recidivism, and institutional incidents.
Offeror Response:
24Offeror must describe in detail if the solution supports supervision staff training and certification tracking to ensure compliance with agency policies and standards.
Offeror Response:
B. Client Profile Management and Role-Based Access
25Offeror must describe in detail if the proposed solution can manage three distinct client profiles—men, women, and juveniles—within a single application. Additionally, the solution must account for and comply with applicable laws and regulations governing the protection of sensitive information for each profile type.
Offeror Response:
26Offeror must describe in detail if the solution supports role-based access controls. Ensuring staff, residents, and community-supervised clients can only access information and functionality appropriate to their roles and security clearances even when the user is on a mobile device.
Offeror Response:
27Offeror must describe in detail if the solution can accommodate access and permission levels to support a wide range of system use cases by organizational role, department, and need.
Offeror Response:
28Offeror must describe in detail if the solution supports users with dual roles (e.g., Juvenile Services and Parole, Probation & Pretrial Services), including the ability to assign appropriate access rights, permissions, and workflows without requiring duplicate profiles or separate logins.
Offeror Response:
29Offeror must describe in detail if the solution can dynamically route tasks, approvals, and notifications based on the user’s active role, and allow authorized dual‑role users to view and manage client records across divisions while maintaining proper data segregation and audit trails.
Offeror Response:
30Offeror must describe in detail if the solution distinguishes and logs user activity by role, and provides audit trails and reporting that clearly reflect the active role at the time of each action, ensuring accurate oversight, accountability, and compliance.
Offeror Response:
31Offeror must describe in detail if the solution allows multiple users to view the same client at the same time.
Offeror Response:
32Offeror must describe in detail if the solution prevents multiple users from updating the same record at the same time.
Offeror Response:
33Offeror must describe in detail if the solution creates custom homepages with the ability to edit and add/remove applicable widgets based on organizational role, department, need, and preference.
Offeror Response:
34Offeror must describe in detail if the solution allows designated user roles to override calculated data elements with a documented reason, and whether such overrides can be configured to require additional approval from higher‑level users to ensure accountability and compliance.
Offeror Response:
35Offeror must describe in detail if the solution can capture and manage DOCR personnel information, e.g., name, title, email address, location assigned, phone number, notes field, history of the account, and supervisor.
Offeror Response:
C. Workflows, Alerts, and Notifications
36Offeror must describe in detail if the solution has the ability to create various alerts to flag the client record if that client has any high risk behavior, restrictions, current incident or discipline in place, and/or any other notable status information.
Offeror Response:
37Offeror must describe in detail if the solution can generate and deliver notifications and alerts across operational areas, supporting multiple channels such as dashboards, email, and SMS. The solution must ensure notifications are prioritized to prevent duplication or alert fatigue.
Offeror Response:
38Offeror must describe in detail if the solution allows users to customize notification preferences, including channel selection, frequency, and types of alerts received. Does the solution support role- or department-based configuration of notification settings and workflows.
Offeror Response:
39Offeror must describe in detail if the solution can track whether notifications have been seen, acknowledged, or acted upon, and whether it supports requiring acknowledgment for critical alerts.
Offeror Response:
40Offeror must describe in detail if the solution ensures that all alerts and notifications are auditable and provides reporting or dashboards to track notification history, user response times, and overdue actions for management oversight.
Offeror Response:
41Offeror must describe in detail if the solution can monitor timely completion of assessment documentation, escalate workflow delays when documentation is overdue, and automatically notify the appropriate next-level personnel for follow-up and resolution.
Offeror Response:
42Offeror must describe in detail if the solution supports configurable workflows that guide staff through required actions, role-based task assignments, and escalation paths for overdue actions.
Offeror Response:
43Offeror must describe in detail if the solution supports multi-level escalation rules, including automatic reassignment and escalation to supervisors or managers when actions are overdue.
Offeror Response:
44Offeror must describe in detail if the solution provides visual representations (e.g., flowcharts or process maps) of processes and resident movement through various stages of the system, including visual aids that indicate current status and workflow progression to support real-time awareness and coordination across roles.
Offeror Response:
45Offeror must describe in detail if the solution has the ability to track progress over time and generate visual displays of data collected across multiple forms or entries (based off information entered into forms/assessments).
Offeror Response:
46Offeror must describe in detail if the solution supports electronic submission, routing, and responses for KITES (resident-generated requests or complaints). Residents must be able to submit KITES electronically, sent to the Warden for approval and then routed to the appropriate department or service area. The system must also support electronic responses from staff back to the resident, and include notification features to alert both staff and residents of new submissions, status updates, and responses to ensure timely communication and resolution.
Offeror Response:
D. Assessments and Forms
47Offeror must describe in detail if the solution allows a user to create, edit and manage live documents.
Offeror Response:
48Offeror must describe in detail if the solution's document ingestion capabilities (scanning, uploading, importing), supported files and document formats, organization and tagging features, OCR support, and automatic metadata extraction.
Offeror Response:
49Offeror must describe in detail if the solution can store, manage, and version all static form templates used by DOCR. This includes the ability to archive previous versions, restrict form creation, editing, and retirement to designated user roles, and associate forms with individual client case files when applicable. Describe how form governance, version control, and template access are implemented.
Offeror Response:
50Offeror must describe in detail if the solution can store and manage all structured assessment templates used by DOCR, such as language proficiency, behavioral health, classification, and risk and needs assessments (e.g., LSI-R, WRNA, Static-99R, Risk Matrix), and whether these templates can be configured based on DOCR-approved instruments.
Offeror Response:
51Offeror must describe in detail if the solution can integrate assessments into workflows and business processes, including the ability to require completion of specified assessments before advancing to the next step.
Offeror Response:
52Offeror must describe in detail if the solution supports conditional logic within workflows, such as requiring additional assessments or actions based on specific responses or outcomes.
Offeror Response:
53Offeror must describe in detail if the solution supports automated compliance checks such as reassessment schedules or overdue alerts, and whether it can trigger notifications or follow-up tasks based on assessment results or due dates, both at the time of assignment and when due.
Offeror Response:
54Offeror must describe in detail if the solution assessments can be assigned to and accessed within a client’s case file.
Offeror Response:
55Offeror must describe in detail if the solution can require assessments for a client to be signed off by one or many staff upon completion.
Offeror Response:
56Offeror must describe in detail if the solution can automatically calculate assessment scores and results based on configurable scoring logic specific to each instrument. The response must include how the scoring logic is maintained, whether authorized users can configure it, and how the system provides transparency into score derivation, including audit trails and formula display.
Offeror Response:
57Offeror must describe in detail if the solution supports the management and tracking of multiple assessments for a single client, including multiple instances of the same type and various distinct types, and whether multiple authorized users can contribute to and/or manage the same assessment document.
Offeror Response:
58Offeror must describe in detail if the solution maintains audit trails for all assessment-related activity, including user contributions, edits, and changes over time.
Offeror Response:
E. Reporting and Audit Management
59Offeror must describe in detail if the solution can define and generate reports, forms and letters based on criteria determined by the state for the entire resident lifecycle of DOCR and also generate reports, forms and letters based on facilities.
Offeror Response:
60Offeror must describe in detail if the solution can automatically generate and distribute reports at defined intervals (e.g., daily, weekly, monthly, quarterly, yearly) to designated users or groups.
Offeror Response:
61Offeror must describe in detail if the solution allows state users to create Ad-Hoc reports independently without requiring assistance from application support.
Offeror Response:
62Offeror must describe in detail if the solution can export a report as a digital file or though secure file transfer. If yes, specify the available export formats.
Offeror Response:
63Offeror must describe in detail if the solution supports generating reports and forms in multiple languages and adapts to local formatting standards.
Offeror Response:
64Offeror must describe in detail if the solution has a user-friendly report-building tool to empower users in report creation and management for all funtional areas.
Offeror Response:
65Offeror must describe in detail all supported printing capabilities of the solution, including but not limited to supported print formats, compatible devices, duplex and color printing options, print queue management, scalability, security features, and integration with existing printing systems.
Offeror Response:
66Offeror must describe in detail if the solution allows users to view, download, and save documents or reports directly within the application, including the ability to open them in a separate window so users can view documents or reports alongside client information simultaneously.
Offeror Response:
67Offeror must describe in detail if the solution has the ability to display a dashboard with information like demographics, facilities, treatment, parole and other client attributes based on staff access role or based on a user's preference.
Offeror Response:
68Offeror must describe in detail if the solution supports integrating data from multiple internal and external systems to generate comprehensive, customizable reports and dashboards. This includes the ability for users to customize report layouts, incorporate visual elements such as charts and graphs, dynamically filter data, and select from various visualization options.
Offeror Response:
69Offeror must describe in detail if the solution handles large volumes of data or complex reports without performance degradation. Additionally, does the solution provide access to reports and dashboards via mobile devices and remote access.
Offeror Response:
70Offeror must describe in detail if the solution supports signature capture, timestamped version tracking, and electronic signature audit trails.
Offeror Response:
71Offeror must describe in detail if the solution maintains historical versions of reports, forms, and letters with access to archived records. Does the solution track and log report generation, access, and modifications with audit trails and comply with applicable data privacy, retention, and security regulations.
Offeror Response:
72Offeror must describe in detail if the solution handles and manages audit records due to changes, amendments, corrections and edits to information in the solution.
Offeror Response:
73Offeror must describe in detail if the solution provides intake-related reporting and analytics (e.g., duration, bottlenecks, staff performance), generates reports for state or federal compliance mandates (e.g., PREA, ADA, HIPAA), and supports configurable data retention policies (e.g., purge, redact, archive).
Offeror Response:
74Offeror must describe in detail if the solution can provide data retention process to accommodate Federal, State and Local Agency retention policies.
Offeror Response:
F. Reception and Commitment
75Offeror must describe in detail if the solution supports configurable intake workflows with role‑based approvals, exception handling, and auditing, while providing automated alerts and reminders for overdue or incomplete steps and enabling staff to log notes, flag concerns, and communicate across shifts or departments.
Offeror Response:
76Offeror must describe in detail if the solution ensures that all intake documentation are complete and valid prior to continue process workflow, supports pre‑intake screening assessments, captures both digital and physical signatures, provides guided intake through kiosks or tablets, and intelligently flags responses for routing to the appropriate departments.
Offeror Response:
77Offeror must describe in detail if the solution supports multilingual intake forms and accessibility features for residents with visual, auditory, or cognitive impairments. Please describe any support used for guided self-service intake via supervised kiosks or tablets.
Offeror Response:
78Offeror must describe in detail if the solution supports additional intake documentation features such as property inventory tracking (with custody transfer) and video/audio recording of intake interviews with secure storage and access protocols.
Offeror Response:
79Offeror must describe in detail if the solution can store and maintain both historical and current client records (i.e. case history, assessment history, treatment history, location history, classifications, calculation, performance, etc.).Additionally, can your solution provide functionality to select which records are transferred, archived or retained when creating a new client record or generating a report.
Offeror Response:
80Offeror must describe in detail if the solution can document, manage, and track guardians associated with juvenile residents and clients. Additionally, indicate how the solution maintains up-to-date guardian information within the client record and ensures visibility for authorized users throughout the supervision and case management process.
Offeror Response:
81Offeror must describe in detail if the solution supports biometric and identification data capture, including barcode/ID assignment, fingerprinting, image capture (e.g., facial, tattoos, scars), and printing of ID cards or wristbands. Include supported hardware, resolution, metadata, and integration with identity verification systems (e.g., DMV, FBI).
Offeror Response:
82Offeror must describe in detail if the solution can search and retrieve all criminal documentation for current and past offenses within the solution.
Offeror Response:
83Offeror must describe in detail if the solution records and manages detailed information related to charges, warrants, and arrest events, including the ability to capture associated dates, locations, involved agencies, and relevant documentation.
Offeror Response:
84Offeror must describe in detail if the solution can manage and track detention detail to include but not be limited to, the type of detention, related court, and authorizing person.
Offeror Response:
85Offeror must describe in detail if the solution integrates with external registries (Sex Offender, Crimes Against Children), automatically receives and communicates registry flags, transfers registry information into client records, ensures visibility of registry status, and supports compliance with legal and policy requirements.
Offeror Response:
G. Sentencing and Time Calculations
86Offeror must describe in detail if the solution supports comprehensive sentence and time accounting, including determining controlling sentences using commitment documentation, judgment validity, offense type/date, sentence structure (concurrent or consecutive), custody start date, and time‑to‑serve calculations to assess program eligibility.
Offeror Response:
87Offeror must describe in detail if the solution can manage and track multiple dispositions, including special sentence categories (indeterminate, life, habitual offender, mandatory minimum), juvenile sentencing variations, and complex scenarios such as multi-jurisdictional, split, intermittent, and community supervision timelines.
Offeror Response:
88Offeror must describe in detail if the solution tracks and differentiates sentence credits (good time, earned time, program participation, disciplinary losses, jurisdiction‑specific credits), automatically recalculates release dates when credits or sentence modifications change, and adjusts timelines for events such as escapes or parole violations while maintaining accurate records.
Offeror Response:
89Offeror must describe in detail if the solution evaluates and matches individuals to appropriate treatment, education, and reentry programs based on remaining sentence time, tracks program completion and its impact on release eligibility, and supports dynamic updating of eligibility criteria as policies change.
Offeror Response:
90Offeror must describe in detail if the solution enforces and monitors compliance with court orders, restitution, and victim‑related obligations, integrates with financial modules, supports a victims module (e.g., SAVIN, contact updates, external forms), and provides performance measures for victim notification compliance, restitution fulfillment, reporting accuracy, and audit logs.
Offeror Response:
91Offeror must describe in detail if the solution incorporates system safeguards that prevent erroneous inmate releases, flag inconsistencies in sentence computation, and maintain comprehensive audit trails capturing all sentence and release date modifications with user IDs, timestamps, and reasons for changes.
Offeror Response:
92Offeror must describe in detail if the solution enforces role-based access controls restricting modification, approval, and viewing of sentence and time accounting data to authorized personnel only, ensuring compliance with security policies and audit requirements.
Offeror Response:
93Offeror must describe in detail if the solution provides automated notifications and alerts to designated users for key sentence milestones such as parole eligibility dates, mandatory sentence reviews, expiration or modification of court orders, and changes affecting release dates or supervision terms.
Offeror Response:
94Offeror must describe in detail if the solution supports generation of detailed reports for judicial review, compliance audits, legislative reporting, and operational oversight.
Offeror Response:
95Offeror must describe in detail if the solution integrates securely and in real-time with external systems such as parole boards, probation agencies, court management systems, and state Department of Corrections databases to receive updates on sentence modifications, appeals, parole decisions, and supervision statuses.
Offeror Response:
96Offeror must describe in detail if the solution provides “what-if” analysis or simulation functionality to model the impact of potential sentence adjustments, credit changes, or program participation on projected release dates, supporting planning, legal review, and decision-making.
Offeror Response:
97Offeror must describe in detail if the solution uses projected release dates to forecast release volumes, population projections, and bed capacity needs, and supports early release program planning in response to judicial or legislative mandates.
Offeror Response:
H. Classification
98Offeror must describe in detail if the solution supports conducting risk and needs assessments using objective classification instruments that calculate and recommend custody levels based on security risk, program needs, treatment requirements, and eligibility factors.
Offeror Response:
99Offeror must describe if the solution allows customization of classification criteria and integrates with recognized risk assessment tools (e.g., COMPAS, LSI/CMI, WRNA) for data import/export.
Offeror Response:
100Offeror must describe in detail if the solution supports evaluating internal and external risk levels, health conditions, and other special needs for determining appropriate housing, supervision, and service assignments.
Offeror Response:
101Offeror must describe in detail if the solution supports multiple classification dimensions simultaneously (security risk, medical/mental health, programming, behavioral management).
Offeror Response:
102Offeror must describe in detail if the solution includes specialized tools or rules for vulnerable populations such as juveniles, women, individuals with disabilities, or those requiring protective custody.
Offeror Response:
103Offeror must describe in detail if the solution allows authorized users to approve or override custody recommendations, with comprehensive documentation, tracking, auditing of overrides, and management of appeals or review requests.
Offeror Response:
104Offeror must describe in detail if the solution supports scheduled, recurring, and event‑driven reclassification (e.g., after rule violations, new charges, or changes to commitment records), including automated notifications and workflows triggered by behavioral or security‑related events.
Offeror Response:
105Offeror must describe in detail if the solution supports assignment and tracking of temporary or provisional custody levels pending further review.
Offeror Response:
106Offeror must describe in detail if the solution manages custody level and bed availability alignment, including identifying mismatches between custody levels and bed security levels, providing configurable alerts for shortages, prioritizing placements based on risk when availability is limited, and allowing administrators to define threshold levels that trigger alerts.
Offeror Response:
107Offeror must describe in detail if the solution manages conflicting or discrepant data inputs affecting risk and classification.
Offeror Response:
108Offeror must describe in detail if the solution maintains historical classification data and audit trails.
Offeror Response:
109Offeror must describe in detail if the solution supports periodic validation of classification tools to ensure ongoing accuracy and compliance.
Offeror Response:
110Offeror must describe in detail if the solution provides transparent scoring explanations, detailed analytics and reporting on classification trends, custody distributions, override patterns, and placement outcomes.
Offeror Response:
111Offeror must describe in detail if the solution allows “what-if” scenario modeling to simulate classification changes for planning or appeals.
Offeror Response:
112Offeror must describe in detail if the solution includes embedded training materials, guidance, or tooltips to assist staff in properly using classification instruments and understanding classification outputs.
Offeror Response:
113Offeror must describe in detail if the solution integrates classification results seamlessly with case management, programming, supervision, release planning, and post-release supervision modules to support continuous risk management and tailored reentry support.
Offeror Response:
I. Case Management
114Offeror must describe in detail if the solution supports assigning residents to case managers, counselors, or other staff roles, and allows for reassignment or transfer of one or multiple caseloads due to staff changes (e.g., role transitions, departures) with minimal disruption to service continuity.
Offeror Response:
115Offeror must describe in detail if the solution allows administrators to make bulk updates (e.g., assign a new provider to all clients in a program, update class/group notes), perform data integrity checks, and manage configuration settings without requiring vendor intervention.
Offeror Response:
116Offeror must describe in detail if the solution includes contact log functionality to manage, track, and document all resident communications, visits, and interactions. Can the solution track and manage contact requirements based on staff role (e.g., case manager, therapist, parole officer), define visit frequency and expectations, and manage contact hours by category (case management, therapy, supervision), monitor compliance, and export data for reporting, billing, or reimbursement purposes.
Offeror Response:
117Offeror must describe in detail if the solution allows case managers to attach supporting documentation (e.g., PDFs, scanned forms, photos) and enter case notes in structured or free-form formats, linked to case milestones or key events.
Offeror Response:
118Offeror must describe in detail if the solution supports creating, managing, and tracking individualized treatment goals and statuses for men, women, and juveniles based on assessed needs and release dates. Does the solution track treatment phases status (e.g., new, ongoing, completed) and monitor progress throughout the treatment lifecycle.
Offeror Response:
119Offeror must describe in detail if the solution has functionality to track parole plans; creating, assigning, tracking, due dates(eligible to be seen by the parole board) and completions dates
Offeror Response:
120Offeror must describe in detail if the solution tracks historical versions of case plans, including changes to goals, services, or assigned personnel, and provides a complete change history for audit and quality assurance purposes.
Offeror Response:
121Offeror must describe in detail if the solution supports long-term outcome tracking, including program completion rates and recidivism metrics, to evaluate case effectiveness and support performance measurement.
Offeror Response:
122Offeror must describe in detail if the solution can change a juvenile record to an adult record when client is of age.
Offeror Response:
123Offeror must describe in detail if the solution can change an adult record to juvenile record if necessary.
Offeror Response:
124Offeror must describe in detail if the solution tracks client consent, releases of information, and confidentiality preferences, ensuring compliance with privacy laws and enabling secure, authorized data sharing across agencies or providers.
Offeror Response:
125Offeror must describe in detail if the solution includes tools to monitor disparities in case management outcomes (e.g., by race, gender, or age) to support equitable treatment, mitigate bias, and ensure compliance with anti-discrimination policies.
Offeror Response:
126Offeror must describe in detail if the solution provides risk alerts for high‑risk individuals (e.g., suicidal ideation, medical emergencies) and whether those risks can be displayed as a banner or a resident dashboard along with other pertinent information, (e.g.,demographic information, strengths, other alerts, and individual goals).
Offeror Response:
127Offeror must describe in detail if the solution supports configurable case management workflows and checklists tailored to agency processes, including required assessments, documentation steps, and service referrals.
Offeror Response:
J. Security (Facility Operations)
128Offeror must describe in detail if the solution supports automated resident counts, including initiating, tracking, clearing, and storing count data for auditing and compliance. Does the solution capture and organize information from key security processes such as resident counts, key control, and tool tracking, while automating related facility management functions to minimize errors and support timely operational response.
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129Offeror must describe in detail if the solution includes configurable workflows to manage “short count” scenarios, including automated alerts, step-by-step resolution protocols, and documentation of actions taken.
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130Offeror must describe in detail if the solution integrates data with incident investigations and security audits (e.g., escape incidents, lost or misused items).
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131Offeror must describe in detail if the solution integrates with security and investigative workflows and access control systems (e.g., badge systems, electronic door locks) to log and report staff or resident movement for investigative or audit purposes.
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132Offeror must describe in detail if the solution supports emergency response planning and execution, including facility-specific emergency protocols, alert notifications, staff or resource tracking, and documentation of response actions and timelines.
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133Offeror must describe if the solution supports the creation, management, and archiving of shift reports (incident logs, key events, security observations) and facilitates shift briefings with secure transmission of critical updates across shifts.
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134Offeror must describe if the solution supports omnichannel communication management across multiple platforms (phone, video, in-person, secure messaging, email) and consolidates communications into a unified resident or case record to ensure continuity, auditability, and real-time visibility for authorized users.
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K. Behavior Management
135Offeror must describe in detail if the solution supports structured recording, categorization, and tracking of incidents, including involved individuals, timelines, and resolution steps. Can the solution support categorizing incidents by severity or risk level with automated prioritization, configurable escalation workflows, and notification protocols, and provide formal resolution and closure workflows, including documentation of outcomes, sign‑offs, and the ability to reopen incidents if necessary.
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136Offeror must describe in detail if the solution allows documentation of all subsequent actions, attachment of evidence (e.g., photos, videos, witness statements, investigator notes), and maintenance of a complete audit trail for compliance and accountability. Can the solution integrate with security and surveillance systems (e.g., cameras, body cams) to link multimedia evidence directly to incident records.
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137Offeror must describe in detail if the solution facilitates secure, role-based communication of incident-related events to designated administrators or staff with a legitimate need to know, and supports workflows for acknowledging, escalating, and responding to such incidents.
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138Offeror must describe in detail if the solution supports confidential or anonymous reporting of incidents by staff or residents, with privacy protections to encourage reporting and ensure safety.
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139Offeror must describe if the solution supports disciplinary processes, including charging residents with rule violations, conducting hearings, rendering decisions (conviction or dismissal), applying sanctions, documenting outcomes, and linking incident/disciplinary records directly to resident case files, custody classifications, or risk assessments.
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140Offeror must describe in detail if the solution supports tracking and managing staff disciplinary actions and commendations, linking these records to performance evaluations and accountability frameworks.
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141Offeror must describe in detail if the solution supports collection, reporting, and analysis of disciplinary and incident metrics (frequency, sanction types, policy violation trends, behavioral trends, predictive insights), and export data in a suitable format for legal proceedings, court reporting, or regulatory compliance.
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142Offeror must describe in detail if the solution supports documentation, tracking, and management of positive behavior, including recording incentives, recognizing progress, and integrating behavior-based milestones into supervision or case planning workflows.
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L. Bed Management and Movement
143Offeror must describe in detail if the solution supports assigning residents to beds based on classification requirements, inmate separation protocols, resident preferences, and legally required accommodations (e.g., ADA compliance).
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144Offeror must describe in detail if the solution includes configurable assignment rules, override controls, and alert mechanisms to ensure safe and compliant placements.
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145Offeror must describe in detail if the solution integrates medical, mental health, or special needs information into bed assignment and resident movement processes to ensure appropriate housing placement.
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146Offeror must describe in detail if the solution supports managing and tracking resident bed assignments and movements, including location transitions within a unit or facility, transfers between facilities (e.g., transitional housing, county jails, contract facilities), and long-term retention/archival of assignment and movement history with time-stamped records and audit capabilities.
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147Offeror must describe in detail if the solution supports temporary or short-term housing assignments, such as medical isolation or quarantine, with the ability to track and manage these statuses separately.
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148Offeror must describe in detail if the solution supports emergency bed reassignment workflows to rapidly relocate residents during emergencies (e.g., lockdowns, evacuations, security threats) while maintaining complete audit trails.
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149Offeror must describe in detail if the solution includes move request and approval workflows, allowing authorized staff to submit, review, and approve resident bed or facility transfer requests.
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150Offeror must describe in detail if the solution supports real-time tracking and management of facility, unit, and cell capacity, with automated alerts when limits are approached or exceeded, and conflict detection to prevent double-booking or incompatible roommate assignments.
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151Offeror must describe in detail if the solution supports integration with real-time location tracking technologies (e.g., RFID), enabling accurate monitoring of resident location within the facility.
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152Offeror must describe in detail if the solution enforces role-based security controls governing assignment, reassignment, approval, and override privileges.
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153Offeror must describe in detail if the solution automates transportation scheduling processes, including route planning, resource allocation, notification systems, and integration with custody schedules.
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154Offeror must describe in detail if the solution provides comprehensive reporting and analytics on bed occupancy trends, resident movement frequency, average length of stay by housing type, and other relevant operational metrics.
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M. Electronic Health Records
155myAvatar is the medical and behavioral health solution that the state will continue to use and will not be replacing at this time. Offeror must describe in detail whether they have previously participated in integrating with myAvatar for other clients. If such integrations have occurred, the Offeror must clearly indicate whether those integrations were successful or unsuccessful, including the scope, methods used, challenges encountered, and outcomes achieved.
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156Offeror must describe in detail if the solution includes a medical and behavioral health modules. Explain how these modules function within the solution, including key features, workflows, and interoperability. Offeror must describe the specific benefits these modules can provide to the state—such as improved care coordination, data sharing, reporting capabilities, and support for compliance with federal and state regulations.
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N. Prison Rape Elimination Act (PREA)
157Offeror must describe in detail if the solution supports tracking and managing PREA-related incidents, investigations, and case activities, including recording, categorizing, linking related individuals (residents, staff, visitors), documenting actions taken, and facilitating timely investigation assignment and escalation workflows with reminders, deadline tracking, and investigative reports.
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158Offeror must describe in detail if the solution supports confidential and anonymous reporting mechanisms for PREA-related incidents by residents and staff, ensuring privacy protections and encouraging reporting.
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159Offeror must describe in detail if the solution includes built-in support for PREA compliance, including required terminology, time constraints, reporting standards, and prominently displaying an individual’s PREA status or rating (e.g., alert banners or headers) to ensure immediate staff awareness.
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160Offeror must describe in detail if the solution provides automated alerts to staff when housing or assignment risks exist, such as sexual violence victims assigned to the same cell or unit as residents with PREA or other defined risk profiles.
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161Offeror must describe in detail if the solution tracks PREA-related training and certification status for staff, including refresher courses and compliance documentation.
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162Offeror must describe in detail if the solution can integrate with medical and mental health systems (myAvatar) to document PREA-related medical and psychological examinations, treatment plans, and follow-up care.
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163Offeror must describe in detail if the solution supports data collection and reporting to comply with PREA audit requirements, including the ability to generate PREA-specific reports for internal review and external audits.
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164Offeror must describe in detail if the solution includes safeguards and role-based access controls to restrict access to PREA-related records to authorized personnel only, maintaining confidentiality and compliance with HIPAA where applicable.
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O. Grievances
165Offeror must describe in detail if the solution supports end-to-end management of the resident grievance process, including confidential or anonymous submissions, escalation protocols, tracking, appeals, and resolution of grievances related to classification, disciplinary actions, conditions, events, staff, and treatment services, with reporting and analytics.
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166Offeror must describe in detail if the solution supports responding to resident appeals and documenting grievance responses, including tracking proposed remedies, documenting outcomes, and facilitating administrative oversight and engagement of managers throughout the resolution process.
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167Offeror must describe in detail if the solution supports configurable workflows to route and escalate grievances based on type, urgency, or other criteria, with automated notifications and reminders to staff and residents throughout the process.
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168Offeror must describe in detail if the solution maintains a full audit trail of grievance activities, supports integration with case and incident management to correlate related records, and provides customizable reporting and analytics on grievance trends, performance, and resident feedback.
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P. Resident Programming
169Offeror must describe if the solution supports listing all available resident activities and scheduling participation based on eligibility, case plan goals, or staff recommendations. Can it track attendance, participation status (new, ongoing, completed), certifications, milestones, removals, and withdrawals for both individual and group-based programs.
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170Offeror must describe in detail if the solution supports customizable program templates with defined activity types, durations, goals, prerequisites, and manages enrollment including waiting lists for limited-capacity programs.
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171Offeror must describe in detail if the solution supports resident self-enrollment or expression of interest through resident portals, where appropriate.
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172Offeror must describe in detail if the solution provides alerts and notifications to staff and residents regarding program schedules, changes, or requirements.
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173Offeror must describe if the solution provides reporting and analytics on resident attendance and program performance, including outcomes and correlations to recidivism and rule violation rates, for use in case reviews, audits, and administrative oversight.
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174Offeror must describe if the solution tracks program outcomes aligned with individualized treatment goals and provides data insights to evaluate effectiveness, including outcome-based reporting and determining optimal program duration based on historical success rates.
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175Offeror must describe in detail if the solution supports compliance tracking for mandatory or court-ordered programs.
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176Offeror must describe in detail if the solution enables integration with external education or vocational providers for data sharing and credential verification.
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